ARCHIVED - Archived - Chapter 1-3 - Events of National or International Scope for the General Public

This page has been archived.

Chapter 1-3
Events of National or International Scope for the General Public

June 1993

 

Table of Contents

Policy objective

Policy statement

Application

Policy requirements

Monitoring

References

Enquiries

 

 

Policy objective

To specify the obligations of federal institutions flowing from the Official Languages Act and paragraphs 10(b) and 10(c) of the Official Languages (Communications with and Services to the Public) Regulations, when they organize, host or otherwise participate in events of national or international scope for the general public.

---

Policy statement

It is government policy that federal institutions, and third parties acting on their behalf, that organize, host, or participate in fairs, exhibitions, competitions or games of national or international scope that are open to the general public -- wherever the event is held -- must respect the equality of status of both official languages. Communications with and services provided to the public must be available in both English and French. Policy requirements imposed on federal institutions differ depending on whether they organize the events, participate in them, or finance them through contributions or grants.

This policy is not intended to discourage the use of languages other than English and French, but rather, to ensure that these events reflect the linguistic duality of Canadian society.

---

Application

This policy applies to all federal institutions other than the Senate, the House of Commons and the Library of Parliament, and to any other organization when an act or another legal instrument so stipulates it.

---

Policy requirements

Organizing or hosting events

1. Federal institutions organizing or hosting events of national or international scope for the general public must ensure that the following communications and services are available in English and French and that appropriate measures are taken to make it known to the members of the public that these services are available in either official language at their choice.

General information and services

1.1 General information and services provided to visitors and participants, such as those at information booths, ticket offices, lost and found counters and by on-site guides and ushers, must be provided in English and in French. Such information includes:

• verbal communications, whether by telephone or in person (by paid staff or volunteers), must be made available in the official language that the visitor or participant chooses;
• when unilingual personnel cannot serve visitors and participants effectively and quickly in the official language of their choice, they must be able to refer them to a colleague who can do so.

Official languages symbol

1.2 The public must be made aware of the availability of services in English and in French through the display of a symbol for this purpose.

Federal institutions for which the Treasury Board is the employer must display the Treasury Board Secretariat official languages symbol currently in force. Other federal institutions may use this symbol or an equivalent.

Signs and information display systems

1.3 Signs and information display systems must be in both English and French in the following circumstances:

• signs regarding the health, safety and security of participants and visitors;
• signs indicating the location of pavilions, buildings, booths and common services (such as washrooms, food services, information booths, and parking);
• information display systems providing information on such matters as the program, the schedule, the nature of activities, and competition results.

The use of pictograms is an effective means of meeting certain requirements set out in 1.3.

Public announcements, protocol and ceremonies

1.4 Public announcements, whether live or pre-recorded, opening and closing ceremonies, official speeches and announcements about the program and activities must reflect the equality of status of English and French.

Documentation and other items

1.5 Documents, for the general public, that are produced by federal institutions and third parties acting on their behalf, must be in English and in French and both versions must be made available at the same time.

Examples are logos, stationery, invitations, tickets, programs, brochures, leaflets, audio-visual productions, exhibits, certificates and awards (testimonials, trophies), pins and other souvenirs.

Media relations

1.6 When advertisements, notices and press releases appear in electronic and written media or are distributed at press conferences, the documents must be available in English and in French.

Broadcasting

1.7 When radio and television are used to communicate with the public, these media must be used in an effective and efficient manner to reach members of the public across Canada in the official language of their choice.

Chapter 1-5 of this manual provides more details on use of the media when communicating with the public.

Health, safety and security services

1.8 Services relating to the health, safety and security of participants and visitors for which federal institutions are responsible must be available in English and in French at all times.

Participating in events

2. When federal institutions participate in events of national or international scope for the general public and have an identifiable service point, counter, stand or pavilion, they must ensure that:

• signs identifying the institutions are in both official languages;
• the appropriate official languages symbol is displayed at their point of service;
• visitors are welcomed at their counter, stand or pavilion in both official languages and the ensuing communication is in the official language chosen by the visitor;
• documents that federal institutions issue or distribute are available in English and French at the same time;
• public announcements and press releases dealing with their participation in the event are made in English and French;
• communications with the media are conducted in the official language chosen by the media representatives.

Providing grants or contributions

3. When federal institutions provide grants or contributions to an entity that is responsible for organizing events of national or international scope for the general public, they must ensure that this entity respects the obligation agreed upon to serve the public, including the participants, in the official language of their choice throughout the event.

Therefore, federal institutions must specify the entity's official languages obligations and the appropriate control systems in a written agreement or contract signed by both parties (for examples of possible obligations, see policy requirement 1 above and chapter 1-4 of this manual).

---

Monitoring

The Treasury Board Secretariat will ensure that this policy is implemented through:

- monitoring by either the institution, the Official Languages and Employment Equity Branch, or both;

- agreements on official languages with the Treasury Board, including annual management reports;

- follow-up of the reports and special studies done by the Office of the Commissioner of Official Languages.

---

References

Paragraph 24(1)(a) of the Official Languages Act

Official Languages (Communications with and Services to the Public) Regulations, paragraphs 10(b) and (c)

Treasury Board Manual, Communications volume, Federal Identity Program (FIP), chapter 2 (use of official languages in signage and in written communications)

Treasury Board Manual, Official Languages volume, policies on active offer of services (chapter 1-2); on communications with the public (chapter 1-1); on grants and contributions (chapter 1-4); and guidelines on the use of media (chapter 1-5)

---

Enquiries

Please direct enquiries to the person responsible for official languages in your institution. This person may then address policy interpretation questions to the: